Voiland CollegeVoiland College Student SuccessClub HubResources for Student ClubsPurchasing and Travel

Club Purchasing Procedures

Before You Start

Reminders

  • Each purchase request has an approval step.
  • Your club president/treasurer must approve the purchase before Voiland College can process the order.

Update Club Information

It is important that we have the most recent contact information on file for your club.

(coming soon)

My Club needs to…

Purchase Food
Purchase Goods or Services
Arrange Travel

Purchasing Food

A properly completed Request To Serve Food (RTSF) form is required in order for Voiland College Purchasing to process a food order.

Request Deadline

The RTSF form MUST be turned in a minimum of five (5) business days (not including weekends) in advance of the event. Failure to meet this deadline will result in the purchase request being rejected.

Instructions

  1. Download, fill out, sign, then have your president/treasurer/advisor also sign the Request to Serve Food (RTSF) form (PDF).
    1. The RTSF form requires two (2) signatures before submission.
    2. The RTSF form will be submitted in step 2.
  2. Fill out the online Food Purchase Request Form (coming soon). Include all required information and upload the RTSF form completed in step 1.

Purchasing Goods or Services

Tip

Planning to receive items one week before they are needed for an event will prevent much higher expedited shipping costs. Order as early as possible in the planning process.

Instructions

  1. Ensure you have sufficient funds in your club’s account.
  2. Fill out the online Goods or Services Purchase Request Form (coming soon). Include all required information.
    1. For bulk orders with several items, use the Club Order Spreadsheet (XLSX) and attach to the online form.
  3. Wait for email confirmation of your order and delivery.
  4. Go to 5th Floor Carpenter Hall for package pickup.
    1. Make sure to provide a signature of every package you pick up.

Travel

Voiland College Purchasing can arrange for your club travel such as flight, lodging (e.g., hotel, Airbnb), and motor pool vehicle rental.

Each traveler must fill out and submit a separate Travel Request Form (coming soon).

Tip

To ensure everyone travels together and minimizes costs, have all travelers submit their form on the same day and as far in advance as possible.

If you prefer to make your own travel arrangements and request reimbursement after your trip, you will need to:

  • Submit your reimbursement request to the RSO office directly.
  • Keep all receipts during your travel for submission.
Important

Reimbursement is not guaranteed and is contingent upon the availability of funds. It is the traveler’s responsibility to confirm the availability of funds for reimbursement with the club officers and the RSO office prior to their travel.